Established in 1982, as a 501(c)(6) not-for-profit corporation, Visit Baltimore is the official destination marketing organization for Baltimore. We are the marketing arm for the Baltimore Convention Center as well as for Visit Baltimore member businesses within the hospitality community. Visit Baltimore brings together the interests of the private sector, government, trade and civic associations and the Visit Baltimore members, in continuing to build the successful convention and leisure travel industry in the Baltimore area.
Mission: Visit Baltimore generates economic benefits for Baltimore City through the attraction of convention, group and leisure visitors, and works to provide a positive experience for all guests.
Values: Our day-to-day behaviors are the foundation of our workplace culture. Because of this, all our actions must come from a place of respect for ourselves, our colleagues, our customers, our community and our stakeholders. Grounded in a foundation of respect, we embrace the following values as the principal pillars of our culture:
Responsible for providing administrative support to the Vice President of Convention Sales and Services, Director of Sales and Services and Director of Citywide Sales. Assists with the day-to-day operations and activities of the Convention Sales department. Responsibilities include assisting with calendar maintenance, coordinating meetings, screening phone calls, email and other correspondence, making detailed travel arrangements, preparing reports and presentations as well as correspondences and other administrative duties.
Essential Duties and Responsibilities:
Coordinate daily activities of the VP of Sales and Services, Director of Sales and Services and Director of Citywide Sales utilizing managerial and prioritization skills to complete the work in the most efficient manner;
Coordinate, prepare and execute all facets of meetings such as: Quarterly Baltimore Convention & Tourism Board Sales Committee meetings, Monthly Director of Sales Working Lunch meetings, Convention Sales Strategy meetings, Weekly Sales meetings, Service Contractors meetings, etc.
Assist in the management of his/her respective schedules utilizing Microsoft Outlook to include planning/arranging events and meetings, etc. as well as gathering all pertinent information needed for each meeting to include, agendas, RFP’s, internal site itineraries, resumes for interviews, client background information for site lunches, dinners, etc.;
Assist with monthly sales reports & presentations for DOS/GM community as well as Mid-Year and Annual recaps;
Prepare and mail and/or email appropriate letters of correspondence that are clear, concise and error free;
Handle routine client requests that do not require the attention or the time of the VP of Sales and Services, Director of Sales and Services or Director of Citywide Sales;
Complete and submit expense reports in a timely manner to the Accounting department;
Organize programs, events, meetings or conferences by arranging facilities and caterers, issuing information or invitations, coordinating speakers and controlling event budget; prepare conference rooms for onsite meetings including room set-up/tear down;
Create and maintain database and spreadsheet files and hard copy files;
Maintain Sales Standard Operating Procedures handbook;
Assign all leads received via other channels (CVENT, Visit Baltimore website, etc.);
Coordinate all travel logistics for any industry related events/meetings/conventions/trade shows that the Senior VP of Sales and Services, and directors as needed. This includes registration, travel, hotel accommodations, activities, dinners, client invites, etc.;
Coordinate, schedule and attend Key Stakeholder and Sales Meetings; draft meeting notes and distribute to all staff;
Assist Sales Managers when their respective administrative coordinators are out of the office and assist coordinators when needed.
Manage Company amenity inventory, ordering and fulfillment;
Comply with Company policies and procedures;
Any other duties as assigned
3+ years’ administrative support experience in a fast-paced office environment. CVB or hotel experience strongly preferred.
Exceptional verbal and written communication skills;
Attention to detail with strong organizational and project management skills;
Experience with travel coordination and planning and execution of meetings;
Ability to solve practical problems and provide timely and effective solutions;
Computer proficiency with Microsoft Office Suite;
Ability to work independently and as part of team;
Positive attitude, dependability and professionalism is a must.
Interested candidates should forward their cover letter, resume and salary requirements to firstname.lastname@example.org. NO PHONE CALLS PLEASE. Visit Baltimore is an Equal Opportunity Employer.
About Visit Baltimore
Visit Baltimore generates economic benefits for Baltimore City through the attraction of convention, group and leisure visitors, and works to provide a positive experience for all guests.
Visit Baltimore is the official destination marketing organization (DMO) for Baltimore. Established in 1982, we are a 501(c)(6) not-for-profit corporation.